Heads of Terms for Business Rates Management Services (Fee-Based)
These Heads of Terms relate specifically to customers requiring ongoing management, correspondence, and general business rates affairs undertaken by Portrait Group Limited (“Portrait”) which fall outside of our standard investigative and reduction-based services.
Where customers require Portrait to assist with drafting of correspondence, arrears management, liaison with local authorities, local authorities or enforcement agents, or any other administrative support not directly related to identifying or securing a reduction in their rateable value, the following terms shall apply:
1. Scope of Management Services Covered by These Terms
These paid services include but are not limited to:
Communicating with local authorities regarding arrears, payment plans or reminders.
Liaising with bailiffs, enforcement agents or third-party recovery bodies.
Reviewing and responding to general rating correspondence.
Advising on repayment options or billing cycles.
Drafting and sending written representations, appeals or queries not directly linked to rateable value reduction.
Ongoing client support or consultancy not falling within our standard investigatory work.
2. Standard Charges for Management Services
All time is digitally recorded and clients will be issued a monthly time report with a breakdown of billed activity.
| Service Type | Fee Description | Rate (ex. VAT) |
|---|---|---|
| Time-based consultancy/support | Charged per 30-minute unit | £20 per 30 minutes |
| Phone calls / verbal representations | Charged per 30-minute unit | £20 per 30 minutes |
| Written correspondence (emails/letters) | Per item, inclusive of prep and review time | £10 per item |
| Document drafting or submission | Where not related to liability reduction | £20 per item |
| Admin time relating to arrears | Recorded in 30-minute units | £20 per 30 minutes |
3. Fixed Fees from Standard Heads of Terms (Also Applicable)
The following fixed fees from our standard terms remain applicable where relevant:
£175 – Where a reduction is confirmed but an adjustment is not processed by the local authority and Portrait resolves this.
£85 – Submission and management of a challenge already initiated or partially progressed by the customer.
£95 – Administrative completion fee per property where backdated savings are not identified.
£65 – Resubmission or correction of government gateway / access failure.
- £375 – Commissioning of a site survey.
- £95 – Commissioning of a remote assistance survey.
4. Payment Terms
Invoices for time-based or fixed work will be issued monthly in arrears.
Payment due within 7 days of invoice date.
Work may be paused if payment is not received.
5. No Impact on Standard Reduction Work
These terms do not affect our standard investigatory services, which remain no reduction, no fee and governed by our primary Heads of Terms. Customers are only subject to these charges if they request or rely on additional assistance outside of that scope.
6. Agreement & Commencement
By requesting assistance with general business rates management or arrears-related matters, the client accepts these Heads of Terms and agrees to be billed as outlined above.
7. Governing Law and Jurisdiction
This Contract shall be governed by and construed in accordance with the laws of the United Kingdom. Any disputes arising out of or in connection with this Contract shall be subject to the exclusive jurisdiction of the courts of the United Kingdom.
8. Ethical Statement
At Portrait, we are committed to maintaining the highest standards of professionalism, integrity, and ethical conduct in everything we do. We believe that our customers deserve the very best service, and we are dedicated to ensuring that our actions consistently align with this principle.
Our Commitment to You:
1. Maximising Value and Savings:
We will leverage our expertise, industry knowledge, and resources to identify and secure the maximum possible savings for your business. Throughout our engagement, we will leave no stone unturned in our pursuit of delivering value.
2. Transparent Communication:
We pledge to communicate with you openly, clearly, and honestly. We will keep you informed at every stage of the process, ensuring that you fully understand our approach and the progress we are making on your behalf.
3. Thorough and Diligent Effort:
We take our responsibility to you seriously. Our team will dedicate itself to conducting a comprehensive review of your business rates and related matters, using best practices and innovative strategies to achieve the best outcomes.
4. Continuous Improvement:
We are committed to ongoing learning and improvement, ensuring that we remain at the forefront of industry developments. This dedication allows us to provide you with the most effective solutions and adapt our approach to meet your evolving needs.
5. Customer-Centric Approach:
Your satisfaction is our priority. We will always act in your best interests, treating your business with the same care and diligence as we would our own.
Our Promise:
We promise to act as a trusted partner, working tirelessly to achieve your goals and deliver results that exceed your expectations. We are driven by a genuine passion for helping businesses succeed and are proud to be a part of your journey toward greater financial efficiency.